Oncotrax: Cancer Registry

OncoTraX: Cancer Registry
User Manual

June 2012

Department of Veterans Affairs

Health Systems Design & Development

June 2012 OncoTraX: Cancer Registry
User Manual

Revision History

Date / Description / Author /
May 2007 / Initial Publication of OncoTraX: Cancer Registry User Manual / Christine Beynon

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Table of Contents

Introduction 1

Recommended Users 2

Related Manuals 2

Recommended Websites 3

OncoTraX Conventions 4

OncoTraX Menu 7

Getting Started 8

Define Cancer Registry Parameters 9

SUS Case Finding and Suspense Module 11

CF Automatic Case Finding - Lab Search 11

LR Print Case Finding - Lab Report 12

RA Automatic Case Finding - Radiology Search 13

PT Automatic Case Finding - PTF Search 14

SE Add/Edit/Delete from Suspense 14

Adding a VA Patient to Suspense 14

Editing a VA Patient in Suspense 15

Deleting a VA Patient from Suspense 15

SP Print Suspense List by Suspense Date (132c) 15

NP Patients in Suspense with No Primaries 16

ABS Abstract Entry and Printing Module 17

AI Complete Abstract 17

Abstracting a Case 18

Completing an Abstract 24

EE Abstract Edit Primary 25

NC Print Abstract NOT Complete List 25

IR Patient Summary 25

QA Print Abstract QA (80c) 26

EX Print Abstract-Extended (80c) 26

PA Print Complete Abstract (132c) 26

MA Print QA/Multiple Abstracts 26

AS Abstract Screens Menu (80c) 26

FOL Follow-up Module 27

PF Post/Edit Follow-up 27

RF Recurrence/Sub Tx Follow-up 28

FH Patient Follow-up History 29

DF Print Due Follow-up List by Month Due 29

LF Print Delinquent (LTF) List 29

FP Follow-up Procedures Menu 30

Follow-up Letter 30

LIS Registry Lists Module 37

AA Accession Register-ACoS (80c) 37

AS Accession Register-Site (80c) 38

AE Accession Register-EOVA (132c) 38

PA Patient Index-ACoS (132c) 38

PS Patient Index-Site (80c) 38

PE Patient Index-EOVA (132c) 38

IN Primary ICDO Listing (80c) 39

SG Primary Site/GP Listing (80c) 39

IW Primary ICDO Listing (132c) 39

ANN Annual Reporting Module 41

AAR Annual ACoS Accession Register (80c) 41

API Annual ACoS Patient Index (132c) 41

ASL Annual Primary Site/GP Listing (132c) 42

ACL Annual Patient List by Class of Case (80c) 42

SST Annual Primary Site/Stage/Tx (132c) 42

TST Annual ICDO Topography/Stage/Tx (132c) 43

SDX Annual Status/Site/Dx-Age (132c) 44

HIS Annual Histology/Site/Topography (80c) 44

ACT Annual Cross Tabs (80c) 45

CPR PRINT Custom Reports 45

STA Statistical Reporting Module 47

DS Define Search Criteria 47

SP Survival by Site 49

SS Survival by Stage 49

TX Survival by Treatment 49

TS Treatment by Stage - Cross Tabs 49

UTL Utility Options Module 51

RS Registry Summary Reports 51

DP Delete OncoTraX Patient 53

DS Delete Primary Site/Gp Record 53

EA Edit Site/AccSeq# Data 53

AR Create a Report to Preview ACoS Output 53

CT Create ACoS Data Download 53

SR Create a Report to Preview State/VACCR Output 53

CC Create State/VACCR Data Download 53

TR Define Cancer Registry Parameters 54

AC Enter/Edit Facility File 54

CDD1 Print Condensed DD--OncoTraX Patient file 54

CDD2 Print Condensed DD--OncoTraX Primary file 54

PSR Purge Suspense Records 54

SP Purge Patient Records with No Suspense/Primaries 54

CS Restage CS Cases 54

TNM Compute Percentage of TNM Forms Completed 54

TIME Timeliness Report 55

Reporting to VA Central Cancer Registry 57

Utility Tools 59

PC Capture Program 59

KEA Term - Illustrated Directions 59

Emailing the VACCR file 60

State Reporting 60

PC Capture Program 62

Downloading Your Data from VistA for the ACoS 62

Downloading and Installing Genedits 63

Running Genedits for ACoS Call for Data 65

Sending Your File to ACoS 66

VistA Setup 67

Line Editor 67

Screen Editor 68

Menu Options 72

Edits within OncoTraX 75

Edits within Genedits 79

Glossary 95

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June 2012 OncoTraX: Cancer Registry
User Manual

Introduction

OncoTraX: Cancer Registry is an integrated collection of computer programs and routines, which work together in assisting the Cancer Registrars to create and maintain a cancer patient database. The software creates case listings and registry reports for Cancer Boards (Cancer Conferences), special studies, and the Annual Report recommended by the American College of Surgeons (ACoS).

The software allows the Cancer Registrars to:

1. Perform case finding.

2. Identify potential cases to include in your registry, enter the pertinent data directly into the computer system, and maintain patient follow-up information on an annual basis.

3. Enter abstracts.

4. Download and transmit data electronically to the VA Central Cancer Registry, state central registries, the National Cancer Database for the ACoS Call for Data.

5. Produce several reports by using an option in the Utility menu.

Note: Several reports within the software provide basic information; however, for more specific reports, you need to know basic FileMan functions. Any and all data collected within an abstract can be pulled back into reports.

6. Print out by year the number of cases by site, including sex, race, and stages.

7. Generate follow-up reports as required by the ACoS

Note: OncoTraX is in complete compliance with all ACoS required data elements, and is updated as changes occur.

OncoTraX is used by cancer registrars and meets all requirements set forth by the American College of Surgeons for approved cancer programs.

Note: OncoTraX makes extensive use of Help screens, but it does not replace the use of your reference manuals.

This manual deals with the three most commonly used areas of the software. These are the main functions of registry work used to maintain the cancer registry.

1. Case Finding/Suspense Module allows you to perform an automated case finding search of relevant hospital databases (pathology, radiology, and patient treatment files) for cases meeting specific criteria for inclusion in the registry.

2. Abstracting/Printing allows you to enter coded data into the database directly or by utilizing auto-coding techniques. The software is site-specific prompt driven; the only data elements presented are those pertinent to the site you are abstracting.

3. Follow-Up in OncoTraX assists you in following your patients. The database automatically reminds you when it is time to do a follow-up on a patient. You can update each patient’s record with new follow-up information. The software comes with a variety of follow-up letters, which may be customized to fit the needs of individual facilities.

When using the electronic version of the manual to search for information, click Edit on the menu bar and select Find (binoculars icon). Enter the word or words for which you are looking and Microsoft Word searches the document.

Recommended Users

This manual is intended for VA registrars using the OncoTraX: Cancer Registry software.

Related Manuals

Every cancer registry office should have the following reference material.

Note: Use the older editions of the reference materials when entering old cases.

· Facility Oncology Registry Data Standards (FORDS), 2011 and after

· Registry Operations and Data Standards (ROADS), prior to 2003 cases

· Facility Oncology Registry Data Standards (FORDS), 2003 and after

· Collaborative Staging Manual and Coding Instructions
Collaborative Staging was added to OncoTraX in July 2004. Use the Collaborative Staging Manual and Coding Instructions for all cases diagnosed in 2004 and after.

· AJCC Cancer Staging Manual, 7th Edition on cancer cases diagnosed beginning January 1, 2010

· AJCC Cancer Staging Manual, 6th Edition on cancer cases diagnosed beginning January 1, 2003

· AJCC Cancer Staging Manual, 5th edition, for entering older cases

· SEER Summary Staging Manual, 2000

· Summary Staging Guide, 1977

· SEER Extent of Disease, 1988; Codes and Coding Instructions, 2nd edition, 1994

· SEER Extent of Disease, 1998; Codes and Coding Instructions, 3rd edition, 1998

· SEER Program Coding and Staging Manual, 2004 (on CD)

· SEER*Rx - Interactive Antineoplastic Drugs Database
The interactive antineoplastic drugs database (helpful when abstracting) is available from SEER on the following website: http://www.seer.cancer.gov/tools/seerrx/

· SEER Self Instructional Manuals for Tumor Registrars
SEER self instructional manuals are available for download on the following website: http://www.seer.cancer.gov/training/manuals/

· ICD-O-3, International Classification of Diseases for Oncology (ICD-O), 3rd edition

· ICD-O-2, International Classification of Diseases for Oncology (ICD-O), 2nd edition

· Cancer Registry Management Principles and Practice, 3nd edition

Recommended Websites

· http://cancer.gov/
Website for the National Cancer Institute

· http://www.facs.org/cancer/index.html
Home page for the Commission on Cancer, American College of Surgeons, Cancer Programs

· http://www.facs.org/cancer/cocflash/
Highlights for the month from the Commission on Cancer, American College of Surgeons, Cancer Programs

· http://web.facs.org/coc/default.htm
American College of Surgeons, Commission on Cancer: Inquiry and Response System (I & R)
Available to all cancer care professionals. It is a repository of thousands of questions and answers related to the Approvals and Accreditation Program, the National Cancer Data Base (NCDB), the American Joint Committee on Cancer (AJCC), and the Facility Oncology Registry Data Standards (FORDS).

· http://www.ncra-usa.org/
Website for the National Cancer Registrars Association

· http://www.cancerstaging.org/
Website for the American Joint Committee on Cancer (AJCC)

· http://cancerstaging.org/cstage/manuals.html
Website for Collaborative Staging

· http://vaww.medicalsurgical.va.gov/cancer/index.asp
All links for the Veterans Health Administration Cancer Program

· http://www.training.seer.cancer.gov
SEER’s Training Web Site provides web-based training modules for cancer registration and surveillance. When the site is complete, it will comprise about 30 training modules, each covering a particular cancer registration training subject.

· http://www.seer.cancer.gov/tools/seerrx/
Download the SEER*Rx - Interactive Antineoplastic Drugs Database, version 1.1.1 (replaces Book 8)

· http://www.cancerstaging.org/cstage/csmanualpart1.pdf
Collaborative Staging Manual and Coding Instructions Part I

· http://cancerstaging.org/cstage/CSPart2Manual.pdf
Collaborative Staging Manual and Coding Instructions Part II

· http://seer.cancer.gov/manuals/codeman.pdf
The SEER Program Code Manual, Third Edition, 1998

· http://seer.cancer.gov/manuals/EOD10Dig.pub.pdf
SEER Extent of Disease - 1988, Codes and Coding Instructions, Third Edition, .January 1998

· http://www.facs.org/cancer/coc/cocprogramstandards.pdf
Commission on Cancer: Cancer Program Standards 2011 Revised Edition, ACoS required standards for approved cancer programs

· http://www.facs.org/cancer/coc/fordsmanual.html
Facility Oncology Registry Data Standards (FORDS): Revised for 2011

OncoTraX Conventions

You must have a working knowledge of VistA conventions, in order to maneuver easily in OncoTraX. The table contains frequently used characters and their descriptions with examples.

Character / Description /
<ret> / <ret> is the symbol for the Return or Enter key.
Type <ret> after every response, or to bypass a prompt or accept a default.
Note: Do not press it more than necessary; you do not want to bypass an opportunity to enter valuable information.
? / ? (one question mark)
Type ? at any prompt to view a message explaining the requested information or how to enter it.
?? / ?? (two question marks)
Type ?? at any prompt to view detailed instructions and/or a list of choices.
// / // (two slash marks)
Type // after text for the default response.
· If you accept the default answer, press <ret> to continue to the next prompt.
· For a different choice, type the choice and press <ret>.
· Press Enter at // and the word before the slashes becomes the default response.
· Type ? at // and a list of choices displays.
Example
PREVIOUS HISTORY OF CANCER: No// ?
Choose from:
0 No
1 Yes
9 Unknown
^ / ^ (caret) is Shift + 6 on the keyboard and is also called the up-caret symbol.
· Type ^ to exit an option and return to the menu;
· Type ^ to jump to another field.
Example
Type ^ DATE DX at the field prompt to jump to the DATE DX field.
DATE DX: 04/05/2005//
DX FACILITY: BUFFALO VA MEDICAL CENTER//
PRIMARY SITE: PROSTATE//
TEXT-PRIMARY SITE TITLE: PROSTATE//
LATERALITY: Not a paired site//
HISTOLOGY (ICD-O-3): ADENOCARCINOMA, NOS//
HISTOLOGY CODE: 8140/3
TEXT-HISTOLOGY TITLE: ADENOCARCINOMA, NOS// ^DATE DX
DATE DX: 04/05/2005//
Type a new date after DATE DX:
In the Abstract
· Go from one field to another in most areas of an abstract
type ^<field name>
· Go completely out of the abstract
type ^ without a field name
· Edit a field already completed
type ^<field name> to return to the field and then edit.
Example
CLASS OF CASE: 1 Dx here, 1st tx here
FACILITY REFERRED FROM: NONE/ ^CLASS OF CASE
CLASS OF CASE: Dx here, 1st tx here//
@ / @ (at symbol) is Shift + 2 on the keyboard.
Type @ to delete data values stored in fields.
… / … (three dots)
Type … to replace all data in a field.
Example
TX Primary Cancer cannot be assessed Replace … With
At the Replace prompt, type … and press Enter. When With displays, type new data.
Example
CLINICAL T: T3 Chest wall/diaphragm/mediastinal pleura etc
Replace ... With
There is a submenu when ... displays after a menu option.
Example
ANN *Annual Reports ...
Select ANN and the following displays.
AAR Annual ACoS Accession Register (80c)
API Annual ACoS Patient Index (132c)
ASL Annual Primary Site/GP Listing (132c)
ACL Annual Patient List by Class of Case (80c)
SST Annual Primary Site/Stage/Tx (132c)
TST Annual ICDO Topography/Stage/Tx (132c)
SDX Annual Status/Site/Dx-Age (132c)
HIS Annual Histology/Site/Topography (80c)
ACT Annual Cross Tabs (80c)
CPR Print Custom Reports
Dates / Several date formats are acceptable.
Examples
010102, 1-1-02, 1/1/02, 01/01/2002, January 1, 2002
If the year is omitted, the computer uses Current Year.
Device prompt / To send a report to a printer, type the name of the printer at the Device prompt.
· If the printer is shared, queue your report by entering Q at the Device prompt and then the name of the printer at the next prompt.
· To view a report on your computer screen, press the <ret> key at the Device prompt.
When capturing a file, type 0;269;9999999 at the Device prompt.
Note: When you learn to capture files from the software, you can also learn many ways to display data.
Space bar return / Press the space bar to re-enter the last selection made at a particular level. (This feature may be limited for some options.)
Example
· At a submenu, the space bar enters the last submenu option accessed.
· At a field, the space bar re-enters whatever was last entered, to any other field within the same option.
Note: Press the space bar, and then press the Return key, not both at the same time.
Report options / Report options with 80c in the name; require an 80-character line printer. Report options with 80c in the name; look correct when viewed on your monitor.
Report options with 132c in the name; require a 132-character line printer. Reports with 132c in the name do not look correct when viewed on your monitor–the text wraps.
Note: A printer that can print both 80c and 132c is recommended.

OncoTraX Menu

The main OncoTraX menu is the first screen that displays when you sign on to the program. The OncoTraX menu displays the version number of the OncoTraX: Cancer Registry software running on your system.